Accounting and Administrative Assistant

Accounting and Administrative Assistant

Operations Team

The AP/AR & Office Assistant is a part-time position based on three days per week at our Schaumburg, Illinois office, working up to 24 hours per week. This role is responsible for supporting the day-to-day financial operations of the business, including processing accounts payable and accounts receivable transactions, maintaining accurate financial records, and providing general office administration support. This position reports to VP of Operations and works closely with internal teams to ensure smooth and efficient business operations.

Responsibilities:

Accounts Payable

• Process and verify supplier invoices, ensuring accuracy internal approvals and timely payment
• Maintain and update the AP ledger and vendor records
• Process weekly payment runs and follow-up on any discrepancies

Accounts Receivable

• Maintain accurate monthly customer invoices to budget with Customer Success Managers
• Monitor outstanding accounts and follow up on overdue payments
• Apply and reconcile customer payments to the correct accounts

Month-End Close & Reconciliation

• Support the month-end close process by ensuring all AP and AR transactions are recorded accurately and on time
• Perform reconciliations of accounts payable and accounts receivable ledgers to the general ledger
• Investigate and resolve any discrepancies or unreconciled items in the accounting system
• Verify that all invoices, payments, and receipts are correctly posted and coded in the accounting system
• Assist with bank reconciliations, ensuring all transactions are accounted for and properly reflected
• Assist with monthly accruals
• Ensure all supporting documentation is complete, organized, and audit-ready

Office Administration

• Manage incoming and outgoing correspondence, mail, emails, and filing
• Maintain organized digital and physical records and document management systems
• Support the team with scheduling, data entry, and general administrative tasks
• Assist with ordering office supplies and managing stock levels
• Provide ad hoc support to management as required

Qualifications:

• 0–2 years of experience in an accounts or administration role (including internships or work placements)
• Proficiency in Microsoft Office, particularly Excel and Word
• Familiarity with accounting software (training will be provided)
• Strong attention to detail and a high level of accuracy
• Good organizational and time management skills with the ability to prioritize tasks
• Clear and professional written and verbal communication skills
• A positive, proactive attitude and willingness to learn
• Very Detailed Orientated with strong organizational skills
• Enjoys both independent and collaborative work scenarios
• Authorize to work in the US